RHMR REIMBURSEMENT SUBMITTAL PROGRAM PURPOSE Expedite - PowerPoint PPT Presentation

RHMR REIMBURSEMENT SUBMITTAL PROGRAM

PURPOSE • Expedite Reimbursement Process • Funds to agencies • Standardization • Knowledge of required documentation • Accountability • Contractual guidelines

FORMS • Website • Caloes.ca.gov—Cal OES Divisions—Fire & Rescue—Hazardous Materials—RHMR—RHMR Reimbursement Program • Reimbursement Forms and Guidance • Table of Contents • RHMR-01 Checklist • RHMR-02 Workbook • RHMR-03 Workbook Guidance

FORMS • Table of Contents • RHMR-04 Pre-Approval Form (Training) • RHMR-05 Pre-Approval Form (Training) Guidance • RHMR-06 Pre-Approval Form (Lodging) • RHMR-07 Pre-Approval Form (Lodging) Guidance • RHMR-08 Pre-Approval Form (Backfill, Out of Rank) • RHMR-09 Pre-Approval Form (Backfill, Out of Rank) Guidance

FORMS • Table of Contents • Supporting Documents • RHMR Travel Tri-fold • RHMR Reimbursement Submittal PPT • Equipment Forms and Guidance • Under Development

REIMBURSEMENT SUBMITTAL PACKAGE • RHMR-01 Reimbursement Checklist • Separate workbook for each submittal • Only applicable workbook tabs

RHMR-01 REIMBURSEMENT CHECKLIST (BACKFILL / OT) • Agency Invoice • Invoice number • Date • Point of Contact and contact information • Total reimbursement • Location where reimbursement is mailed • Description of service provided

RHMR-01 REIMBURSEMENT CHECKLIST • RHMR Reimbursement Workbook • Separate workbook for each submittal • Only applicable workbook tabs • Itemized list of payroll costs (Backfill and OT)

RHMR-01 REIMBURSEMENT CHECKLIST • Completed Pre-Approval Request Form • RHMR-06: Pre-Approval Request Form (Lodging) • Lodging costs above listing in Travel Tri-fold guidance • RHMR-08: Pre-Approval Request Form (Backfill, Out of Rank) • Replacement employee from higher rank

RHMR-01 REIMBURSEMENT CHECKLIST • Receipts • All lodging • All Rental vehicles • All airfare • All self-parking (Greater than $10.00) • All toll roads / bridges

RHMR-01 REIMBURSEMENT CHECKLIST • Receipts • Mileage requires Google map or MapQuest documentation Mileage is for personal vehicles only • • Proof of comprehensive and liability insurance required • Receipts are not required for: • Per diem meals Incidentals • Parking under $10.00 • Gas station receipts •

RHMR-02 REIMBURSEMENT WORKBOOK RHMR-03 REIMBURSEMENT WORKBOOK GUIDANCE • Required with every Reimbursement Submittal Package • The Reimbursement Workbook Guidance sheet defines how to complete the Reimbursement Workbook.

RHMR-02 REIMBURSEMENT WORKBOOK RHMR-03 REIMBURSEMENT WORKBOOK GUIDANCE • The Reimbursement Workbook consists of four tabs • Summary Page tab • Backfill / OT Reimbursement tab • Course Training Reimbursement tab • Blood Work / Treadmill Reimbursement tab

SUMMARY TAB • Open the Reimbursement Submittal Guidance document • Complete the entries per the guidance document • “Contract Budget” column self-populates and updates the allocation balance • Do not make entries in this column • Enter the Reimbursement Type (corresponds with following tabs) • If entries are made under multiple tabs, list all applicable tabs

BACKFILL / OT TAB • Open the Reimbursement Submittal Guidance document • Complete the entries per the guidance document • All training courses require Pre-Approval or shall be sponsored by Cal OES • Pre-Approval Shall be obtained prior to first day of course • Completed Pre-Approval Request form shall be included with Reimbursement Submittal Package • Each student shall be listed on a separate row

BACKFILL / OT TAB • Only students that satisfactorily complete the training are eligible for reimbursement • Enter OT and Backfill totals separately • OT and Backfill reimbursement requests shall have supporting payroll records • The OT and Backfill Cost columns auto-populates the total entries. • Complete Backfill, Out of Rank Pre-Approval Request form for replacement personnel from higher rank prior to beginning of assignment

BACKFILL / OT TAB • Enter total lodging reimbursement request • Include closed out lodging receipts with Reimbursement Submittal Package • Include Pre-Approval Request Form for lodging in excess of GSA 2020 per diem rates • The Lodging column auto-populates the total entries at the bottom of the column.

BACKFILL / OT TAB • Enter Airfare, Car Rental reimbursement totals • The Airfare, Car Rental and Meal columns auto-populates the total entries at the bottom of the columns. • Include receipts with Reimbursement Submittal Package • Enter Mileage total • Personal vehicles at $.58 per mile rate • Enter meal per diem total • GSA 2020 per diem rates • Do not claim meals that are included with lodging or conference

BACKFILL / OT TAB • Enter self-parking fees • Receipt required for fees in excess of $10.00 • Valet parking in non-reimbursable • Road and Bridge toll fees require a receipt • Enter incidental costs up to $5.00 per 24 hour period • After first day • The Self-parking, Tolls and Incidental columns auto-populates the total entries at the bottom of the columns.

COURSE TRAINING TAB • Open the Reimbursement Submittal Guidance document • Complete the entries per the guidance document • All training courses require Pre-Approval or shall be sponsored by Cal OES • Pre-Approval Shall be obtained prior to first day of course • Completed Pre-Approval Request form shall be included with Reimbursement Submittal Package

COURSE TRAINING TAB • Enter the Contractor / Company / Instructor Name • Enter the contracted fee total or instructor total fees (hourly wages) • Enter the additional fees (tuition, certifications, equipment/supplies, facility rental) • All Fee columns auto-populate the total entries at the bottom of the column

BLOOD WORK / TREADMILL TAB • Open the Reimbursement Submittal Guidance document • Complete the entries per the guidance document • Reimbursement for a maximum of 25 hazmat personnel

BLOOD WORK / TREADMILL TAB • Each hazmat member shall be listed on a separate row • Receipt required for each reimbursement submittal • Enter the date of service • Enter the name of the provider of treadmill test • Enter the cost of the treadmill test

BLOOD WORK / TREADMILL TAB • Enter the name of the provider of blood work test • Heavy metals • Enter the cost of the blood work testing • All Fee columns auto-populate the total entries at the bottom of the column

PRE-APPROVAL REQUEST FORMS The Regional Hazardous Materials Response (RHMR) Pre-Approval Forms are designed to provide flexibility for assignee agencies to allow personnel to attend training, exercises and conferences within the guidelines identified by contractual agreement. The Pre-Approval Form provides for accountability of expenditures and adherence to contractual agreements for the California Governor’s Office of Emergency Services (Cal OES) Fire and Rescue.

RHMR TRAINING PRE-APPROVAL FORM • Open the RHMR Training Pre-Approval Request Guidance document • Complete the entries per the guidance document • The document is designed to have fillable entries and can be saved and / or printed

RHMR TRAINING PRE-APPROVAL FORM • Enter the Contract Agency • This is the agency that is listed as one of the 12 Assignee Agencies listed on the contracts • (Example: Marysville would list Yuba City in the section) • Enter the type of event for Pre-Approval request (Training, Exercise, or Conference) • Enter the location of the event (name of city)

RHMR TRAINING PRE-APPROVAL FORM • The Anticipated Costs column auto-populates the total row at the bottom of the form • An agency may request multiple events on a single Pre-Approval Request form • Cal OES will check the approval or not approved box next to each request and notify the requestor

RHMR EXCESS LODGING PRE-APPROVAL FORM • Open the RHMR Excess Lodging Pre-Approval Request Guidance document • Complete the entries per the guidance document • The document is designed to have fillable entries and can be saved and / or printed

RHMR EXCESS LODGING PRE-APPROVAL FORM • Enter the Contract Agency • This is the agency that is listed as one of the 12 Assignee Agencies listed on the contracts • (Example: Marysville would list Yuba City in the section) • Enter the Training / Exercise / Conference Name • Enter the lodging location name

RHMR EXCESS LODGING PRE-APPROVAL FORM • Enter the location of the lodging venue (name of city) • Enter the daily rate • Cal OES requires three additional quotes and may verify that the request is not excessive • Cal OES will verify the GSA rate comparison to the requested lodging site

RHMR EXCESS LODGING PRE-APPROVAL FORM • The Anticipated Costs column auto-populates the total row at the bottom of the form • An agency may request multiple lodging sites on a single Pre-Approval Request form • Cal OES will check the approval or not approved box next to each request and notify the requestor

RHMR BACKFILL, OUT OF RANK PRE-APPROVAL FORM • Open the RHMR Backfill, Out of Rank Pre-Approval Request Guidance document • Complete the entries per the guidance document • The document is designed to have fillable entries and can be saved and / or printed